How to create an email group in Gmail

How to create an email group in Gmail

Gmail is one of the most popular email clients in the world. You often have to send an email to several contacts at the same time. Although sending the same email to a group of people on Gmail is a tedious task, there is a nifty trick that will make your job easier. If you regularly send emails to the same group of people, you can reduce the time wasted by creating an email group in Gmail.

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Sending emails to a group is more common in our professional and personal lives. You can use groups for your project team at work and family members at home. Creating an email group for a distribution list in Gmail can save you a lot of time.

After setting up the group, you place it in the email and contact multiple people with a single message. If you’ve never done it before, we highly recommend setting them up in Gmail.

This article will show you how to create a group email in Gmail using the default method. Let’s start.

What is a messaging group

An email group (contact group) is a collection of email IDs for sending emails frequently. When an administrator sends an email to a messaging group, all contacts in that group label receive the same email.

Use Google contacts to create a Gmail group

Google Contacts is the best way to store contacts online because it works with any device you own. The majority use the Google ID to store contacts. A separate Google app, Contacts manages all of the contacts you see and access in Gmail.

Here is a step by step guide on how to create a Gmail group to send mass emails.

Step 1: Open Gmail on the web and sign in using Google Account credentials.

2nd step: Click on the Google Apps icon in the upper right corner.

Access contacts on the web

Access contacts on the web

Step 3: Hover over the contact you want to add to the mailing list, then click the checkbox to select it. Repeat for each contact you want to put on the list.

Step 4: Make sure that each contact you add is associated with an email. Otherwise, they won’t appear in the label when you email them later.

Step 5: After selecting each contact, click the Label icon, then click the Create Label button.

Create a label

Create a label

Step 6: Give the label an appropriate name, then click Save to create the contact list.

Label created

Label created

Note: These are classic Google stuff. They should rename Label as a group for less confusion among users.

You can create as many labels as you want in Google Contacts. Remember to give them a relevant name such as Family, Office, Company, Customers, etc.

Send an email using the mail group in Gmail

Now that you’ve created a list with the tag, it’s time to send the email using Gmail. Follow the steps to use labels in Gmail.

Step 1: Open Gmail on the web.

2nd step: Tap the Dial button in the upper left corner.

Write a new mail

Write a new mail

Step 3: In the New Mail window, start typing the name you gave the label, and click the suggestion when it appears below the text field.

Step 4: After selecting the label, fill out the email and then click the Send button to send it to all members of the group list.

Add email to all

Add email to all

The process will send the correct mail to all group members.

Change mail group in Gmail

If you’ve recently expanded your family group or office group with new members, you want to add them to the Google Contacts group. Follow the steps below to change the mail group.

Step 1: Go to Google Contacts on the web.

2nd step: First of all, you need to create a new contact with relevant details like first name / last name, mobile number and email address.

Step 3: You will see the newly added contact in the Google Contacts menu.

Add a contact to the label

Add a contact to the label

Step 4: Just select the contact and tap the Label menu at the top. Select the label where you want to add a contact.

Step 5: You can also drag and drop the contact to the appropriate label from the label menu.

Edit or delete emails

Edit or delete emails

At any time, you can hover over the label name and select Edit to change the label name. You can also tap the delete icon to delete the created group.

Gmail group limitations

Gmail groups can seem like easy to email a group of people at a time. But the devil is in the details. There are some limitations of the Gmail group that you should be aware of.

  • Although you can easily send group emails in Gmail, creating an email group takes time. Also, you should make sure that you have added the email IDs of each contact that you intend to add to this group.
  • Email follow-ups are difficult. Let’s say you sent an email to a group of people. Some of them answered, others didn’t. You will need to write an individual email follow-up for each email address and send multiple emails manually.
  • A Gmail group lacks personalization. You cannot personalize your group emails for individual recipients. A generic email will not look good compared to a detailed, tailored email.

Use Gmail like a pro

Gmail’s mailing list or group email can be a great feature for many small and medium businesses. This feature allows you to reach as many people as you want without rewriting or copying and pasting the same email. On an individual level, it declutters the email process and saves you resources and time.


Have you accidentally deleted emails in Gmail? Do not worry. Read the article to know how to recover these emails in Gmail.

Last updated Sep 17, 2020

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